Facilities / Office ManagerDepartment: Operations
Employment Type: Full Time
Location: Dublin
DescriptionWe are looking for a part-time Facilities/Office Manager to organise and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
If you are an ambitious and driven individual who would like to work in a fast-paced tech environment, this role could be for you.
Reporting to: Support Services Operations Manager
Key ResponsibilitiesOffice Management Management of daily office operations and procedures.Coordinate security/access and other office services.Coordinate with vendors and service providers for office supplies, equipment, and services.Oversee and manage the day-to-day responsibilities of the reception team, ensuring there is always adequate cover on reception, managing annual leave and absence.Facilities Management Maintaining the office condition and arranging necessary repairs.Manage relationships with service providers for cleaning, security and other facility-related needs.Conduct regular inspections of the facilities to identify and resolve issues.Assist with developing Codec sustainability solutions whilst providing effective environmental management of our workplaces.Health & Safety Act as Codec Health & Safety officer.Organize fire drills and other emergency procedures.Maintain records of inspections, certifications, and safety-related training.Ensuring the office and building facilities meet health and safety regulation standards.Administrative Support Assist CEO & Chairman and wider Senior Leadership Team as required.Assist in organising company events.Other ad hoc duties as required such as assisting CEO & Chairman on occasional personal items as required.Budget Management Negotiate contracts with vendors and service providers to ensure cost-effectiveness.Monitor utility usage and implement energy-saving measures.Seek opportunities to create cost savings in relation to facilities spends. Skills, Knowledge and ExpertiseExperience in facilities/office management supporting and working at senior executive level.Ability to build relationships and work as part of a team, ensuring seamless service to the company and clients.Ability to work with senior management and build trust.Meticulous attention to detail and ability to follow up on projects to ensure successful completion on time.A strong, confident communicator with both excellent written and oral communications skills, with the ability to interact with senior management and clients.Confident in exercising own judgement and making decisions to prioritise, challenge, negotiate and influence.Capable of working on own initiative and is resilient to the challenges of a busy and varied workload.Proficiency in MS Office (Word, PowerPoint, and Excel).AttributesCustomer focused, dependable and detail-oriented.Trustworthy and loyal.Ability to thrive in a fast-paced work environment.Flexibility and adaptability.Excellent attention to detail.Possess a positive attitude.Possess a strong work ethic.
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